In order to give reviewers/approvers better visibility to the application’s sponsor deadline, the deadline now appears on the Approval Graph in the Application Details section.
PI Assurance Statement Updated with Multiple PI Guidance
The Assurance Statement for Principal Investigators on eGC1s has been updated to include a statement guiding them on their responsibilities for ensuring Multiple PIs from external organizations provide proper assurance, in compliance with federal regulations. The newly included verbiage reads as follows, and is visible on the Certify and Route page when the PI is logged in, and on their approval page when they have not yet noted their assurance:
If this is a multiple PI application, I understand that if I am the eGC1 PI, my approval of the eGC1 indicates I have obtained written assurances from external PIs named in this application that include this Non-UW Multiple PI Assurance Statement.
Application PI Added to Priority Email Notifications
When an eGC1 contains personnel with the Application PI role, the Application PI will now receive the following email notifications to ensure they are alerted to important changes:
Final Sponsor Documents Required for eGC1 – reminder email for deadlines sent if eGC1 has not been marked “Ready to Submit”
eGC1 Returned by Reviewer (campus reviewer) – to inform owners their submitted eGC1 has been returned by a campus reviewer
eGC1 Returned by Reviewer (OSP) – to inform owners their submitted eGC1 has been returned by OSP
eGC1 Received at OSP – eGC1 has reached OSP and will begin the central review process; includes OSP assignment
Application Review Notice (auto generated by OSP) – generated after central review and includes OSP review comments
Requested Documents Ready for Pickup – signed and scanned documents are uploadable to an application and are ready for pickup
FCOI Just-In-Time notification – to indicate eGC1 has reached JIT
Funding Action email w/Funding Action pdf attached
Post Award Change email w/PAC pdf attached
FIX: Non-UW authorized SAGE users cannot create new eGC1
Non-UW SAGE users, such as partners as SCCA or Fred Hutch, were receiving errors when attempting to initiate new eGC1s. The system restriction has been updated, so that all persons with a valid UW NetID and an appropriate SAGE Astra Role can perform their SAGE duties as expected.
FIX: Common Interdisciplinary Org Unit Reviewer checkboxes can’t be unchecked
An issue was resolved where eGC1 preparers who had previously checked one of the Interdisciplinary Organizational Unit Reviewers to add to the approval graph, and then later wanted to uncheck the unit, were unable to do so. Users can now check and uncheck as necessary before completing the eGC1.
FIX: Activity Locations without an address display blank in summary table
In the case where a location sourced from the GeoSims database does not have an address, the summary table on the Activity Locations page will now show the test “Not Provided” for consistency and clarity.
FIX: Editing Activity Locations or International Involvement sections in Firefox causes page to freeze
An issue with Firefox and locking/freezing of the Activity Locations page on edit has been resolved.
SAGE Budget
SAGE Budget Updates to Workday Salary Data Displayed for Personnel
In order to clean up and clarify the salary distribution data presented to SAGE Budget users, the following updates were made:
Make Institutional Base Salary more easily configurable in SAGE and update existing rules
SAGE Budget can now be more easily updated when new Compensation Plans are added to Workday. This will ensure salaries in SAGE Budget reflect each person’s Institutional Base Salary. This release also brings SAGE Budget up to date with the Compensation Plans currently in Workday.
Distribution % for Administrative and Endowed Supplements no longer factor in FTE
Administrative and Endowed Supplements will now show the Distribution % direct from Workday. Previously, these Compensation Plans used the same Distribution % calculation as General Salary, which incorrectly reduced the total pay for people with supplements tied to part-time positions.
Administrative and Endowed Supplements now included for Non-Faculty Personnel
SAGE Budget will now include Administrative and Endowed Supplements in Institutional Base Salary for any UW personnel who have them. Previously, these Compensation Plans were only included for faculty.
Other Minor SAGE Budget Fixes
The following SAGE Budget issues are now resolved:
FIX: 07 Retirement Benefit percent does not update when changing personnel from APL to non-APL
FIX: The Update (Benefit) Rate button in personnel salary and benefits by period does not work
FIX: 01-70 Changing between exemption rate settings for 01-70 staff does not result in refreshed benefits rates for individual personnel entries
SAGE Grant Runner
Populate SF424 Federal Agency from the Opportunity Data
The SF424 Grant Runner sponsor form will now default in the Federal Agency from the opportunity information retrieved from Grants.Gov, instead of the sponsor listed on the eGC1. This will improve accuracy on the Grant Runner form and reduce the risk of issues at the time of submission.
FIX: Error on History & Comments page for Grant Runner eGC1s (Released via patch on 6/19/19)
An issue has been resolved that was causing an error for users when they would navigate to the History and Comments section of the Approvals tab for an eGC1.
Change of Review Status Now Allowed in Reviewer Module
FIX: Application PI eGC1s are not displaying properly in FIDS
FIX: FIDS SFI not displaying when in FIDS Reviewer detail
What should I do if the PI is not available to approve the eGC1?
Some sponsors allow a Department Chair to sign an eGC1 and proposal on behalf of a PI in their department. This requires an Escalation of PI Certification which is indicated on the Certify & Route page of the eGC1.
When the reviewer approves the application for their own node, the system will also approve the PI node. The reviewer will have to mark the checkbox for the PI Assurance statement on the PI’s behalf.
For information on the approval of applications in the PI’s absence, contact your department administrator/chair.
The text version of the page has an Approval Flow Details section instead of the graph. It consists of a table listing the units and individuals who need to approve or watch this application.
The table columns are:
Rule Type: The reviewer, and when applicable, their affiliated unit
Approval Status: Waiting Approval, En Route, etc. See the Approval Statuses article for more details
Acted On By: The name of the person who approved or watched the application
Date: The date and time the approval or watched status changed
View Reviewers: Click to display the Reviewer Details for this role, which includes the reasons for this reviewer
The following image shows an example of this section.
This is the visual graph of approvers and watchers. The graph begins on the left with the PI and ends on the right with the Office of Sponsored Programs (OSP). Directly under the PI node, is a node for the Preparer/Owners.
If there is an Application PI, that node is immediately to the right of the PI. If there are one or more Multiple PIs, they will follow the PI or the Application PI, if there is one. The Multiple PIs are displayed one below the other. Note that if the Multiple PI is a non-UW person, they will not appear on the approval flow.
The top line of nodes on the graphical version generally are the reviewers associated with the organization receiving funding. The order of other nodes is not fixed.
There is a Legend on the page that defines what the colors of the nodes mean:
You Are Here (thick dark border on a node) indicates your node on the graph
Watching (color white) indicates that none of the watchers for this “node” has marked it as Watched
Watched (color light gray) indicates that one of the watchers for this node has marked it as Watched
En Route (color light purple) indicates that the associated reviewers have not yet been notified
Waiting Approval (color medium purple)indicates the associated reviewers have been notified
Approved (color light green) indicates an approver has approved the application
Returned (color light pink) indicates that a either a campus or OSP approver returned the application to the preparers for changes
Each node lists the person or unit reviewing, the role (for example: Div Reviewer), and the status.
In the example image below, the nodes in green have been approved, and they display the first initial and last name of the approver. The outlined node is the one for this approver and shows a status of “Waiting Approval”. The node for OSP has a status of “En Route”.
Click on the name of the node’s unit to open the Reviewer Details page which lists persons authorized to review for this role. This data comes from ASTRA.
Click on the “Owner/Preparer” node to display a list of persons who are owners of the eGC1, or have been assigned access to it. Contact the appropriate owner with questions related to the eGC1.
This initial section explains your relationship to this application.
Field
Description
Current Status
This approval status is based on you or your role and the current routing status of the eGC1.
Your action options
Based on your status with this eGC1, this field displays what actions you may take.
Reason for your review
This is the reason(s) you or your organization needs to approve this eGC1.
Approval Options
Approvers (other than the PI) can only approve an eGC1 which is in Routing status. If you do not see the Approve or Return buttons, check the eGC1s status on the My Approvals page. The PI can approve an eGC1 in Composing status by completing it, or in Routing status by using the Approve button.
Use the Approve button to indicate your approval of this application. You can optionally include a note which will display on the History & Comments page.
Use the Return button to return the application for modification; the PI and owners will be notified by email of the return, and the email will include your return comments. Comments are required and will display on the History & Comments page.
Graph Options
Use the Add Comment link to include a note, independent of your approval, which will display on the History & Comments page.
Use the Add Approver or Add Watcher link to include an additional approver or watcher in the approval flow. See the Add An Ad Hoc Reviewer article for the steps to do this.
View eGC1 Options
The View eGC1 link opens the application in a new window, in a read-only mode. This allows you to review the details of the application.
The View Attachments link opens a new window and displays a list of all the attachments for this eGC1.
View Printable eGC1
The PDF link opens a new window that displays a printer-friendly copy of the entire application.
This section lists selected fields from the eGC1 to help you confirm that you are viewing the correct item (eGC1 Application Details). The data fields include:
Only the person who has added an ad hoc reviewer node can remove it from the approval flow. However, if the ad-hoc reviewer has already provided approval, the node cannot be removed from the approval graph, as it is part of the approval history.
To remove an ad hoc reviewer, click the Delete link in the graph node, or next to the approver on the text flow page. This opens the Remove Reviewer page in a pop-up window. The pop-up contains two sections: Application Details and Reviewer Details.
The Application Details section lists selected fields from the eGC1 to help you confirm you are viewing the correct item. The data fields include:
eGC1Number
Full Application Title
PI Name
Org Code Receiving Funding
OSP Due Date
Ready To Submit value
The Reviewer Details section lists the Role, Reason, and Status for this reviewer and includes a comments field.
Use the Comments required when deleting an ad hoc reviewer field to enter the reason for removal. Select the Remove button to complete the process or the Cancel link to return to the flow page. The following image show this section.
Details about the removal of an ad hoc reviewer will display on the History & Comments page.
Definition of ad hoc: Formed, arranged, or done for a particular purpose only. From Latin, meaning “for this.”
An owner (PI, preparer, contacts), a person with assigned read/write access, or an approver, can add an ad hoc reviewer to the approval flow. These manually-added reviewers can be for a particular role, such as a department reviewer, or can be a specific person.
Be sure, when you add a role, to check that ASTRA has at least one person designated as a reviewer for that node. Otherwise, your application could experience delays in routing.
The Add Comment link allows you to add an independent comment to the application at any time in the process. Clicking it opens a pop-up window containing two sections: Application Details and Comment, as shown in the following image.
The Application Details section lists selected fields from the eGC1 to help you confirm that you are viewing the correct item. The data fields include:
Application Number
Short Title
PI Name
Org Code Receiving Funding
Sponsor Name
The Comments section includes a text box for entering your comment and an Add Comment button to complete the process. There is also a Cancel link that will return you to the Approval Flow page without saving a comment.
Any comments you enter and save will display on the History & Comments page, and therefore will be visible to all persons with access to the eGC1. The system displays the name of the person who added the comment and lists their role and unit, such as, Department Reviewer CHEMISTRY.
The History & Comments page provides an overview of all actions related to approvals, from when the application is first routed for approval to when it is approved by OSP, including withdrawals, returns and re-completions.
Note: For Grant Runner and Adobe package applications, submission status information is also displayed here.
You can access this page from the Approval Flow (Graphical) page using the left navigation menu. From your eGC1 tasklist, you can select the eGC1 status to open the Approval Flow. From within an eGC1, go to on the Certify & Route page to open the Approval Flow.
In addition to approvals, this page will also show status changes:
From Withdraw or Returned to Permanently Withdrawn
From Approved to Denied by Sponsor
When OSP resets the status
This page also displays any comments entered by campus reviewers or OSP when processing the application.
Comments are optional when:
A reviewer approves an application
A preparer re-routes an application
Comments are required when:
A reviewer returns an application
You add or remove an ad hoc approver or watcher
You change a Returned or Withdrawn application to Permanently Withdrawn status
You change an Approved application Denied by Sponsor status
OSP resets the status from Approved to In OSP or from Denied to Approved or to In OSP
For each action taken, the data fields include:
Field
Description
Name
The person who executed the action
Rule Type
The person’s role or relationship to the application
Budget Edit Number
The version of the connected budget (if any) at the time of the action
For an application with a connected SAGE Budget, the Budget Edit Numbers enable you to track when someone revised a budget and to open versions of the budget at specific points in time. To view a budget as it was when an action was taken, click the Budget Edit Number. This will open SAGE Budget in a separate window or tab where you may view all of the budget details.
Action Taken
The type of action, such as Completed, Withdrawn, Approved, Returned, Added Ad Hoc Approver, etc. If the action is an Approval, there will also be some additional links. Clicking any of the links will open a new window or tab.
Approved Attachments links to the version of the attachments at the time of approval. To open a specific document, click the link. The budget attachments in the Connected Budget Data section of the eGC1 Attachment page will always have the most up-to-date budget information, so you should review those attachments, if available.
eGC1 Snapshot links to the version (snapshot) of the eGC1 at the time of approval.
Approved Sponsor Forms links to the version of the Grant Runner forms at the time of approval. Only Grant Runner eGC1s will display this link.
Date
When the action occurred.
Comments
Any user-entered or system-generated comments.
To sort the entries by Rule Type, Action Taken, or Date, click on the column heading (for example: Date). Click again to reverse the sort.
The following images show an example of the History & Comments section, including the Approved Sponsor Forms link for the Grant Runner forms.
Upcoming Approvals
The Upcoming Approvals section lists the units or reviewers who have not yet approved (or watched), their approval status, and a link to view the list of authorized reviewers for that unit. Approval statuses are:
Waiting Approval indicates the eGC1 is ready for this Reviewer to approve.
En Route indicates a prior Reviewer on the graph (to the left) has yet to approve.
Watching indicates a reviewer who needs to be aware of the application, but is not an approver.
The following image shows an example of this section.